What you need for a poetry workshop

A poetry workshop needs fewer specialist supplies than a full event, but small omissions can interrupt the writing flow. Plan one notebook and pen per participant, plus a few spares, and prepare the coffee, tea and food station before people arrive. Printed worksheets, name badges and presentation equipment also need checking before the day. Use the shopping list below alongside your registrations, so quantities match the final number of writers rather than your first estimate.

Organize this event for free with Lizzt

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 32
Registration desk
Tableclothsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 2
Power stripsqty 4

Tableware

Reusable drinking glassesqty 40
Coffee cupsqty 35
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Pitcherqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Office

Notebooksqty 35
Ballpoint pensqty 45
Pencilsqty 40
Eraserqty 35
Flip chart padqty 2
Flipchart markersqty 2
Sticky notesqty 12
Name badge holdersqty 35
Bindersqty 4
Scissorsqty 6
Rolls of tapeqty 4
Staplersqty 2
Paper clipsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Honey - 1 jar
- Milk - 6 liters
- Oat milk - 3 liters
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemons - 8 pieces
- Lemon herbal tea - 1 box
- Wholemeal bread - 6 loaves
- White rolls - 40 pieces
- Whole wheat rolls - 40 pieces
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Smoked chicken breast - 1,5 kilo
- Avocado - 12 pieces
- Tomatoes - 2 kilos
- Cucumbers - 8 pieces
- Red bell pepper - 8 pieces
- Arugula - 6 bags
- Olives - 3 jars
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 6 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Buy one notebook and one ballpoint pen per participant, then add at least 10% spare supplies. For 20 writers, that means 22 notebooks and 22 pens.
Allow one name badge holder per attendee and prepare the participant list before registration starts. Keep a few blank badges at the desk for late additions.
Plan coffee, tea and drinking water for the full session, not just the arrival period. Have reusable drinking glasses, coffee cups and a pitcher ready before the first exercise.
If you are serving sandwiches, buy enough bread, toppings and fruit for the confirmed registrations plus two extra portions. Wash fruit and vegetables before guests arrive so the food station can open on time.
Check technical supplies at least one day before the workshop: laptop, projector, screen, speaker, extension cords and power strips. Test the presentation from the laptop you will actually use.

Frequently asked questions

What stationery do I need for a poetry workshop?: Provide one notebook and one ballpoint pen per participant, with at least 10% extra. Add pencils, erasers, sticky notes, a flip chart pad and flipchart markers for shared exercises.
How many notebooks and pens should I buy for 20 people?: Buy 22 notebooks and 22 ballpoint pens: one set for each of the 20 participants plus two spares. Extra pens are particularly useful because they are easy to lose during a writing exercise.
What food and drinks should I prepare for a poetry workshop?: Prepare coffee, tea, water and chilled drinks, plus sandwiches with toppings and fruit. For 20 attendees, plan 22 portions so late registrations or larger appetites do not leave the table short.
When should I prepare the poetry workshop supplies?: Collect non-food materials and print handouts at least one day before the workshop. Wash produce, chill drinks and set up the coffee and tea station on the event day, ideally 30 minutes before arrival.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.